Report Writing MODULE - 25

Report Writing
25

REPORT WRITING

Notes

A report is a factual account to present facts about a particular event, topic, or issue.
It is written so that people who are unfamiliar with a given subject can find everything
they need to know about it. Since a report is factual, it is a description of what has
been said, seen, done etc. It contains facts, figures, information, analysis, opinion,
suggestions, recommendations, maps, graphs, charts, pictures, statistical tables
especially compiled for a particular purpose.

Reports are a vital method of communication. Firms and government offices use reports
to objectively communicate information about some aspect of business or certain
situations. Students also need to submit reports as part of their assignments.

LEARNING OUTCOMES

After completing this lesson, the learner:

 Identifies the Who, What, When, Where, Why and How in a report;

 Discusses different components of report writing.

 Recognises different styles of report writing for specific audiences;

 Composes reports based on given clues;

25.1 SECTION I: HOW TO WRITE A REPORT

Circumstances:

Reports are written under following circumstances:

 Written at your initiative;

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Report Writing  Written as a response to other's letter;

 Written regularly or at specific time interval for smooth functioning of an

organisation;

 Written to report an incident or happening;

 Provide an account of something.

Purpose:

The main purpose of writing a report is as follows.

Notes
 A report is a precise account or description of a specific subject;

 The data in a report is factual and reliable;

 Information is presented in a logical flow;

 As a result, a report helps the reader make crucial decisions.

How to write a report:

 A report must be comprehensive but brief. All the information must be about the
same topic.

 Reporting is the accurate and truthful coverage of an event. Audience should be

provided with facts and evidence rather than personal opinions.

 Reports must be set out clearly with a headline, introduction, paragraphs, and
images.

 They should be written in a formal tone. It is usually written in third person and
indirect speech. Often passive voice is used.

 The language is simple and easy to understand; ornamental language is avoided.

25.1.1 Writing Your Report

To write your report, follow the process given below:

Collection of ideas. Analyse the situation and collect information by researching the
topic.

Organizing ideas. It is important to carefully organise your writing as it

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Report Writing
Guides the audience through your reasoning process

Offers a clear explanation of each argued point

Demonstrates your credibility as the writer of the report

Drafting the writing task. Select the right medium

Notes
Organise the information
 Credibility: the
quality of being
Adapt to your audience trusted and believed
in
Keep the tone appropriate with the audience, purpose and situation  Conciseness: the
quality of being short
Use bias free language and clear

Have a positive attitude and be polite

Editing the writing task. Review your written report and evaluate content. Edit for
conciseness and clarity. Check for errors in spelling and grammar. Ask for peer/
teacher feedback.

Rewriting the writing task. Study the feedback and rewrite the report.

Submitting the report.

The way a report is written depends upon two major considerations:

a) who is going to read it

b) why is (s) he going to read it

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Report Writing writer observes event

reports to

General reader Defined reader

No specific purpose For a specific purpose

Notes

Mainly published in Usually not published or

newspapers and magazines published only in special places

Fig. : 25.1

INTEXT QUESTIONS 25.1

1. What is the purpose of a report?

2. Who is the target audience for a report?

3. How can you ensure clarity and consciousness in your report?

25.2 FORMAT OF A SCHOOL MAGAZINE REPORT/ NEWSLETTER/

NEWSPAPER REPORT

Let us first look at reports that are published. These include

 Report for a School Magazine

 Report for a Newsletter

 Newspaper report

Headline

Every newspaper report has a headline to attract the attention of the reader. The
headline must state the topic of the news in a strong, short phrase or statement. Headline
must be:

 catchy

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 brief - leave out articles, prepositions, etc where possible, use abbreviations/ Report Writing
shortened word-forms wherever possible

Byline

Since this is your newspaper report, you need to let the reader know who wrote it.
The line with your name on it is called the "By" line because it tells by whom the report
is written.

Write the word "By" followed by your name.

Lead Paragraph Notes

A lead paragraph usually answers the questions: Who? What? Where? When? Why?
Remember to write about these in your lead paragraph.

 The day, date, and time of the day when it happened

 Name/names of the person(s)/ event(s) etc the news is about.

 The place where the incident happened

 Details of the incident

 Reasons why the incident happened

Paragraph 2

The second paragraph is an elaboration of the lead paragraph. Narrate the incident in
the chronological order.

Paragraph 3

Eyewitness accounts add to the authenticity of the news. Also, they may interest the
reader. Include some quotes from the eyewitnesses' comments. Also describe what
they felt about the incident.

Paragraph 4

Describe the future course of action being planned. Remember to use simple, clear but
formal language.

25.2.1 Differences Between A School Magazine And Newspaper Report

While school magazines/newsletter offer in-depth analysis and targeted content for
specific interests and demographics, newspapers provide timely news updates to a

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Report Writing broad audience. Both forms of print media play essential roles in informing and engaging
readers in different ways.

Features School Magazine/Official Newsletter Newspaper

Main objective To provide in-depth information on To provide news and

specific topics current events

Frequency of Weekly/Monthly/Quarterly/Annual Daily/Weekly

Publication
Notes
Layout and More visually appealing with a focus on More text-oriented,
Design photos and illustrations less emphasis on
visuals

Content Type Specific, focusing on a particular topic Broad, covering a

or genre wide range of topics

Writing Style Detailed, descriptive, and engaging Factual, concise, and

straightforward

Audience Specific demographic or interest group General public

Life Span Longer, can be retained for reference Shorter, often daily

Table 25.1

25.2.2 Sample School Magazine Report

In order to raise funds for the victims of recent floods, Alpine Public School, Kochi
organized a cultural night in which the student artists of your school and those from
neighbourhood schools presented various programmes. Nishtha Basu, the Deputy
Commissioner was the Chief Guest.

Study the following report published in the school magazine.

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Headline CULTURAL EVENING TO RAISE FUNDS FOR Report Writing

FLOOD VICTIMS

Byline Sapna, Alpine Public School, Kochi

Lead Paragraph Reaching Out, the cultural gala organised byAlpine Public School,
What When Kochi on 4th October, to gather funds for rehabilitating the flood
Why affected communities of the city, was an entertaining evening with
a noble cause. The gala event was held at Kaloor Stadium in
Ernakulam with more than a thousand participants from fifty
schools. Notes

Schools from more than fifty schools in the District took part in
Second
the cultural gala organized on Saturday at the Kaloor Stadium.
Paragraph
The brilliant performance of students as they presented songs,
More
dances, fancy dress shows, and one act plays kept the audience
information
spell-bound for four hours.

Third Paragraph The funds raised from sale of tickets were handed over to the
Comments of district magistrate to be sent as relief for the victims of recent
people involved floods that devastated the state. The money collected from ticket
sales was handed over to Ms Nishtha Basu, the Deputy
Commissioner of Kochi. It was the school's contribution towards
providing essentials such as reconstruction of homes and
reconstructing schools. "As a fellow-human it is the duty of each
one of us, to extend a helping hand," said Ms Ambika Menon,
the Principal of the school. As she handed over the cheque to the
Deputy Commissioner on behalf of the students, Dhanya Nair,
the Head Girl of the school added, "This is our way of reaching
out to the hapless victims-to let them know that we feel their
pain, too."

Last Paragraph Ms Nishtha Basu, Deputy Commissioner Kochi, who was the
Comments of chief guest, thanked the students for their contribution and
Chief Guest applauded their efforts.

LET US DO 25.1

'Each One Plant One' campaign was organised by your school to celebrate Van
Mahotsav Day on 10th November. As Cultural Secretary of your school, write a

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Report Writing report for your school magazine.

Headline

Byline

Lead Paragraph
What When
Why

Notes Second
Paragraph More
information
about activities
Third Paragraph
Comments/
Eyewitness
accounts

Concluding
Paragraph
Summing up/
Future course
of action

25.2.4 Newsletter

A newsletter is a tool used by businesses and organisations to share relevant and

valuable information. It is a printed or electronic report (in the form of an email)
containing news concerning the activities of a business or an organisation - or, even a
residential colony - that is sent to its members, customers, employees, residents or
other subscribers. Newsletters generally contain some topic of interest to its recipients.
The newsletter is the most common form of serial publication, published at a regular
interval. Newsletters are largely internal publications, aimed towards employees and
volunteers, though at times they are externally sourced when special interest groups
collaborate.

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Sample Newsletter Report Writing

The National Disaster Management Authority conducted a series of Awareness

Workshops in various towns and cities around the country to raise awareness about
natural and man-made disasters and what to do in an emergency to reduce threat to
life.

Study the following report published in the NDMA Newsletter, SAMVAD.

Headline DISASTER MITIGATION AND PREPAREDNESS
WORKSHOPS Notes
Byline -- S. Suresh, Inspector.

Lead Paragraph National Disaster Management Authority (NDMA) conducted a

What When series of Awareness Workshops in some disaster-prone areas
Why across the country to make local communities more alert and
responsive in times of disasters on 29th October, to mark the
occasion of the National Reduction Day.

NDMA personnel focussed on capacity building and community

Second
awareness programmes in simultaneous sessions across the
Paragraph More
country. The training sessions were organised to help the members
information
of the community understand the steps to be adopted to respond
about activities
to various disaster situations. To create awareness among the
communities about the rescue techniques and medical
emergencies, mock drills were carried out.

Third Paragraph Speaking to the news agencies on the topic, the Chairman said,
Comments/ "Community is first responder in any emergency and disaster.
Eyewitness With the shifting of paradigms from reactive emergency
accounts management to disaster risk reduction, there is need of more
stress on proactive pre-disaster interventions, which are usually
categorized as prevention, mitigation, and preparedness by
Concluding community to reduce loss of life."
Paragraph
Summing up/ NDMA plans to increase its scope and conduct more such
Future course awareness and training programmes in the future.
of action

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Report Writing LET US DO 25.2

A Yoga Shivir was organized by your colony on 21st June, International Day of Yoga.
Write a news clipping for the Residents' Welfare Association about the event in about
120 words.

Headline

Byline

Notes
Lead Paragraph
What When
Why

Second
Paragraph More
information
about activities
Third Paragraph
Comments/
Eyewitness
accounts

Concluding
Paragraph
Summing up/
Future course
of action

25.2.3 Newspaper Report

Newspapers are designed to share important information with people about what is
going on in the world.

A newspaper report must be comprehensive, yet brief; factual, yet interesting. It is a

brief review of a situation or a process that includes all the relevant points and
information.

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The report is written in formal language, as it is written to inform. Chatty, friendly Report Writing
language must be avoided, and the report must be written in third person and in the
past tense. Use a photo with a caption to give the reader more information. Provide
your readers with both facts and opinions.

You may find it interesting to note the inverted pyramid of news article writing.

The inverted pyramid makes newspaper report writing more organised. The lead
paragraph contains most details and the following paragraphs support the lead with
other paragraphs offering details of decreasing importance to the story the farther
down it gets. Notes

Fig. : 25.2

Sample Newspaper Report

Read the following report about the sighting of some Unidentified Flying Objects in
Delhi.

Headline 'FLYING OBJECTS' SIGHTED IN CITY

Byline --By our Staff Reporter

June 21, 2023 03:37 am Delhi

Lead Paragraph
Residents of Najafgarh claimed to have sighted an unidentified
What When
flying object (UFO) on Thursday night at about 11:55pm.
Why
Around 11:55 pm on Thursday, Vijay Ahlawat, a bank officer,
Second and his wife and daughter were returning from a wedding when
Paragraph they saw five specks of bright orange light moving from the south
More to the north in the sky. "The spots appeared in batches of five
information and disappeared after a few seconds," said Mr Ahlawat. His
wife and daughter and some of their neighbours too witnessed
the spectacle.

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Report Writing Third Paragraph "There was no sound at all and the bright object was flying higher
Comments/ than an aeroplane. Some of our neighbours too saw it," said
Eyewitness Prerna, Ahlawat's wife.
accounts
According to Vasudha Ramani, executive director, New Delhi
Concluding Science and Technology Centre, the bright objects could be a
Paragraph result of meteor showers. "But the season for meteor showers is
Summing up/ usually in November and December," he said. The air traffic
Future course control officials at Delhi's Indira Gandhi Airport said they did not
of action receive any reports of foreign flying objects.
Notes

LET US DO 25.3

Mangalyaan -2, India's unmanned Mars orbiter was launched on May 23, 2023 from
Sriharikota. Write a report about the launch and Mangalyaan's proposed activity on
Mars in about 125-140 words.

Headline

Byline

Lead Paragraph
What When
Why

Second
Paragraph More
information
about activities
Third Paragraph
Comments/
Eyewitness
accounts

Concluding
Paragraph
Summing up/
Future course
of action

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Report Writing
INTEXT QUESTIONS 25.2

1. What elements should be included in the headline of a school magazine report?

2. How do you structure the lead paragraph of a newspaper report?

3. How do you choose relevant content for a newsletter?

25.3 WRITING OFFICIAL REPORTS

Notes
Purpose of official reports is

 to pass on relevant information asked for;

 to analyse the information;

 to make certain observations and predictions on the basis of the analysis of

information;

 to offer suggestions relating to the observations and predictions.

Sample Report 25.3.1

M/s Ravi Industries, Nehru Place, New Delhi, wish to shift their office premises. The
Office Manager is asked to check out some proposed buildings and submit his report.

Read the following report submitted by him.

Ravi Industries
Company
letterhead 16, Pragati Tower, Nehru Place, New Delhi.
Recipient &
To Mr S K Singh (Managing Director)
designation
Writer & From: C Rao (Office Manager)
designation
Date: 7 May 20xx
Date
Subject: Report on suitable premises for shifting the office
Subject of the company.
statement
As suggested in your letter of 4 August, 20xx, I inspected a
number of buildings in South Delhi. After careful consideration, I
Opening
recommend Jain Building, which is situated in Kailash Colony.
statement
The building I feel would be most suitable for our requirements.

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Report Writing The building consists of two storeys, and has 15 rooms in al. The
rooms are fairly large (30' by 20'), well-lit and airy. Since the
rooms are fairly large, we shall be able to put partitions in some
Opening of them.
statement
The toilet facilities for both men and women are adequate. There
are also watchmen's quarters comprising two rooms each, and
situated to the left of the main gate.

Disadvantage; The only disadvantage that I visualize is that there is not much
Notes how it can be open space around the building and the parking space may be
overcome inadequate for all the cars. But for the junior office staff there is a
bus stop two hundred yards away and the metro station is about
five hundred yards away.

I have started preliminary negotiations with the owner, Mr Anupam

Action taken Jain. He is likely to accept the offer. Restructuring the building to
suit our specifications will cos no more than Rs.40,000/-.

Closing The Directors may like to inspect the building before any decision
statement is taken.
Signature Sd/-
Name
C Rao

LET US DO 25.4

As Purchase Officer for M/s VEE ENN Industries, Industrial Area, Patna, you wish
to change the vendor who supplies packaging material to the company. Submit your
report to the Managing Director listing why the new vendor would be better for the
company.
Company VEE ENN Industries
letterhead
___________________________________________.
Recipient &
designation
Writer & To _______________________ (Managing Director)
designation
From: ____________________(_____________________)
Date
Date: ____________________

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Subject Subject: ________________________________________. Report Writing

statement

Opening
statement

Notes
Advantages

Disadvantage;
how it can be
overcome

Advantages

Closing
statement

Signature
Name

Sample Report 25.3.2

Mr Ramesh works in a firm in Delhi. He has been asked to visit the firm's Prayagraj
office and submit a report on how that office is functioning.

Read Mr Ramesh's tour report.

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Report Writing 11.03.20xx

Date
To Mr J P Singh (Joint Director)
Recipient &
designation From: Ramesh Tulsi (Assisstant Director)

Writer &
designation

Subject
Subject: Report on the working of our Prayagraj office.
statement
Notes As per instructions I left for Prayagraj on 7th March and arrived
Opening there on the 8th. I spent two days at Prayagraj. My report is as
statement follows.

(i) Attendance: Although the staff is required to reach the office

by 9 am, generally, no one observes the timing and members
of the staff arruve after 9:30 am.

(ii) Leave Record: The leave record is not maintained as per

Office company manual.
Procedures
(iii) Cash Book: The Cash Book had not been updated since
28.02.20xx. It was behind by about two weeks.

(iv) Office maintenance: The office was generally well-

maintained.

Recommendations Recommendations: Regional incharge and some senior associates

should be called to the Head Office and given briefing on office
procedures and norms as per company manual.
Signature Sd/-
Name
Ramesh Tulsi

LET US DO 25.5

You are Abhishek Garg, Marketing Manager in M/s Fashionista, a company that
manufactures and markets fashion accessories. Your company sent you to a multinational
company that manufactures a well-known brand of fashion accessories to study how
your company can market your products overseas.

Write a report about what you learnt about the required procedures and standards.

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Date Report Writing

_________________

Recipient &
To ___________________________________________
designation
From: ___________________________________________
Writer &
designation

Subject Notes
statement Subject: __________________________________________

Opening
statement

Office
Procedures

Recommendations

Signature
Name

Sample Report 25.3.3

The following report on the condition of The Indian Bustard was submitted to Ms.
Meenal Shukla, Minister For Environment, Rajasthan.

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Report Writing
The Indian Bustard comprises a group which is the most threatened species of
birds and is now on the brink of extinction with an estimated population possibly
as low as 600-700. It has become locally extinct in almost 90% of its former range
and, has disappeared from two sanctuaries created especially to protect the species.
Previously, it was mainly poaching and habitat destruction that resulted in such a
pitiful situation, but now mismanagement of the habitat, sentimental protection of
certain problem animals, and apathy are creating havoc.

Worried about the declining population of The Indian Bustard, Ms Shukla writes to
Notes Shri Bikram Meena, Director Horticulture, Rajasthan desiring him to study the present
condition of the Indian Bustard and its future.

Read the following report submitted by him.

Writer & From: Bikram Meena, Director Horticulture, Rajasthan.
designation

Recipient &
designation To: Ms. Meenal Shukla, Minister For Environment, Rajasthan.

Date 19 July, 20xx

Subject
Critical Condition of The Indian Bustard
statement

Opening As desired by you I submit my report on the condition and health

statement of The Indian Bustard. The following are my findings and
recommendations:

Findings Findings:

Statement 1. The Current Problem:

of problem The Bustard population is declining rapidly. Whereas even till
2015, flocks of more than 20 birds were a common site on
Indian grasslands but today groups are unlikely to number
more than 3 individuals. Their numbers are decreasing rapidly.
131 birds were recorded in 2010, 97 in 2012, and just 85 in
Causes of
2013.
problem,
numbered 2. Reasons why this problem has arisen:

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Habitat destruction and habitat deterioration and conversion Report Writing

of grasslands and so-called 'wastelands' into crop fields.
Poaching is still widespread in parts of the Thar desert in
Rajasthan.
Increase in Blackbuck Antelope cervicapra and Nilgai
Boselephus tragocamelus numbers.
Corruption in, and mismanagement of, bustard sanctuaries

Recommendations 3. Recommendations: Notes

numbered 3.1. To establish, with the cooperation of the state
government and local people, more bustard conservation
areas.

3.2. To supervise and coordinate management of bustard

conservation areas.

3.3. To coordinate long-term studies on bustards and their

habitats in different states.

Conclusion - 4. Conclusions:
analysing the I strongly feel that efforts should be made on a war footing to
problem protect the bird and to chart out a future course for their
conservation.
Signature Bikram Meena

Designation Director Horticulture

LET US DO 25.6

Around 26 per cent of India's girls between the ages of 6 to 14 are not in school.
Gangapur accounts for a large proportion of this percentage with more than 40 percent
of its women being illiterate. The male-female literacy ratio lies at 58.6 per cent women
of Gangapur are literate as against 80.5 percent of men.

Shri Hiten Desai, Education Minister, Gangapur wrote to Ms. Malti Patel asking for
the high illiteracy rate among women of Gangapur. As Malti Patel, write your report in
about 200 words using the hints given below.

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Report Writing
Traditional and orthodox attitude
Few schools for women
Early marriage
Poverty

Writer &
From: __________________________________________
designation

Notes Recipient & To: ______________________________________________

designation
_________________
Date

Subject ________________________________________________________
statement
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Opening ________________________________________________________
statement
_________________________
Findings
1. ______________________________________________
Statement ______________________________________________
of problem
______________________________________________

Causes of 2. ______________________________________________
problem,
______________________________________________
numbered
______________________________________________

3. ______________________________________________
Recommendations
numbered ______________________________________________

______________________________________________

4. ______________________________________________
Conclusion -
analysing the ______________________________________________
problem

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Signature _____________ Report Writing

Designation ____________

INTEXT QUESTIONS 25.3

1. How should data and evidence be presented in an official report?

Notes
2. What is the primary purpose of the official report?
3. What is the significance of recommendations in an official report?

WHAT HAVE YOU LEARNT

While writing a report, you should keep in mind the following Do's and Don'ts.

Do's Don'ts

 be objective.  don't let your personal feelings

interfere while writing the report.

 provide substantial evidence.  don't base your analysis on a single

piece of evidence.

 use valid arguments.  don't generalise without proper and

logical evidence.

 don't jump to conclusions.

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Report Writing Types of Reports:

External Reports - These are public documents written for an external audience or
audience outside your organization.

Internal Reports - These are not public documents and are meant for people inside
the company.

Routine Reports - These reports cover day to day aspects of any organization. They
are written at regular time intervals like daily, weekly, monthly, annually etc.
Notes
Special Reports - Matters that cannot be covered under routine reports are addressed
in special reports like major decision making of an organization.

Financial Report - It gives account of the financial matters of an organization. Matters

involving money like sales, purchase, cost of production, interest, taxation come under
it.

Review Reports - These reports are written to decide the usefulness of other reports.

Oral Reports - These reports involve presentation of written matter before a group.

Long Reports - These are also called formal reports because they are written in a
large number of pages. Long reports provide an in-depth analysis on specific matters.

Short Reports - These reports are also called informal reports because they are
written in less than 10 pages. These are mostly written for internal audiences.

TERMINAL QUESTIONS

1. What are the essential components of the 5 Ws and H in report writing?

2. What are some common pitfalls to avoid in report writing?

3. How can you maintain objectivity and neutrality in newspaper reporting?

4. What is the role of quotations in a report?

5. What should be included in the conclusion of a report?

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6. How do you maintain a consistent tone and style across multiple newsletter Report Writing
issues?

7. How do you ensure that newsletters are distributed effectively to reach their
intended audience?

ANSWERS TO INTEXT QUESTIONS

25.1 Notes

1. The purpose of a report is to convey information, findings, or analysis on a

particular topic, issue, or project to a specific audience.

2. The target audience for your report depends on its purpose and could
include stakeholders, colleagues, superiors, or the general public.

3. To ensure clarity and conciseness in your report, use clear and concise
language, avoid jargon, and structure your content logically with headings
and subheadings.

25.2

1. The headline of a school magazine report should be catchy and summarize

the main point of the report.

2 Structure the lead paragraph with the most important information, answering
the "who, what, when, where, why, and how."

3. Relevant content for a newsletter should align with the interests and needs
of the target audience and convey useful information.

25.3

1. Data and evidence in an official report should be presented clearly and

logically, often using charts, graphs, tables, or textual explanations to support
arguments and findings.

2. The primary purpose of an official report is to communicate information,

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Report Writing findings, or analysis on a specific topic or issue in a formal and structured
manner.

3. Recommendations in official reports suggest actions to be taken based on

the findings and analysis presented in the report. They are often a critical
part of the report.

Notes

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